North Coast Library Federation

Provincial Grant Report 2015

March 1, 2015

Introduction

British Columbia’s Northwest region, which encompasses the North Coast, the Skeena River drainage and the Bulkley Valley, is a diverse environment with some of the most picturesque wilderness in British Columbia. For at least 10,000 years, the region has been the traditional territory of First Nations people, including the Haida, Haisla, Gitxsan, Nisga’a, Tsimshian and Wet’suwet’en.

With rugged coastline and islands in the west to mountain peaks, valleys, glaciers and plateaus in the interior, its climate is as diverse as its geography. The vast area is known for its magnificent freshwater and saltwater fishing, paddling, hiking, skiing and snowmobiling, as well as habitat for many species of wildlife including grizzly bears, cougars, moose, wolves, and salmon.

BC’s Northwest has a long history of forestry, mining and fishing, all of which are still critical to its economy. In 2013, the largest industries by employment in the Bulkley Valley and North Coast regions were wholesale and retail trade, public administration, education, manufacturing, and construction.

Just 2% of British Columbians (a little over 80,000 people) live in the Bulkley and North Coast regions. About half the population lives in urban centres, with the other half in rural areas. 10% of the population are immigrants, and an average of 28% are First Nations – 37% on the North Coast and 19% in the Bulkley Valley.

The North Coast Library Federation (NCLF) is comprised of seven public libraries: Houston, Smithers, Hazelton, Terrace, Kitimat, Prince Rupert and Stewart, along with the campus libraries of associate member Northwest Community College (NWCC). NCLF Communities with public libraries range in size from 499 to 12,500 people; differences between them in size, capacity, and access have contributed to a disparity in patron access to both physical and digital resources as well as to programs and services. The North Coast Library Federation was created in 2006 to address these issues and improve the level of library service for all people of the area.

Statistics courtesy Province of British Columbia, www.welcomebc.ca

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SECTION 1

2015 Federation Deliverables

1. Strategic Planning

In April 2015 the library directors and board members of the Federation met for a visioning workshop with facilitator Shelley Worthington of Smithers. The purposes of the session were to:

Describe the difference we hope to make in our communities because of the work of the NCLF

Outline the values that guide the Federation’s work and the decisions we make as a group

Identify the roles, mechanisms and relationships needed to reach our common priorities

The desired outcomes of the session were to: Establish a vision statement for the NCLF Reevaluate the current mission statement Create a living document that is the foundation for future strategic planning

All outcomes were achieved, supporting the many subsequent written iterations of the new plan, which was eventually approved by the board in November 2015.

The 2016-2018 NCLF Strategic Plan is attached to this document as Appendix 1.

2. Training and Professional Development

A comprehensive training needs survey was undertaken in June 2015 to examine preferred training formats, topics, and to identify knowledge of online training options. Based on the responses, the following recommendations were endorsed:

Continue yearly conference delivery Explore other in-person training options for local areas (PR/Kitimat/Terrace,

Hazelton/Smithers/Houston) Develop guidelines to provide dedicated funding for self-initiated course completion Provide dedicated travel funding for yearly library conference attendance

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The survey found that the majority of respondents are unfamiliar with what online training options are available. As a result, it was recommended that the NCLF should:

Continue to provide regular information on online training options to library directors and NCLF board

Develop a guide to online training options eligible for funding from the Federation

The survey also found that Community Outreach (including Community Engagement, Advocacy and Developing Partnerships), Marketing (including Promotion, Public Relations and Branding) and Facilities Management (including reconfiguring spaces and space planning) were the top three areas of interest for all segments of the Federation: staff, directors and board.

It was therefore recommended that these topics should be incorporated into the 2016 NCLF conference, with sessions covering as many of the preferred topics as possible. In addition, the possibility of sponsoring a library space planner to consult with NCLF libraries on their needs should be explored.

The annual fall meeting of Federation board and staff was held in October 2015. 26 staff members and 17 board members attended the conference, an increase of 50% over the previous year. The conference program is attached as Appendix 2.

The goals of the conference were to:

Highlight the existing expertise in NCLF member libraries Offer practical knowledge to apply to participants’ role at the library Facilitate networking and information sharing

A post-conference feedback survey was conducted, with a 50% response rate. 100% of respondents agreed that the above goals were met.

One welcome outcome, based on staff request, was the creation of a staff function contact list which was distributed for ease of ongoing communication, idea sharing, and assistance for specific challenges.

The Federation also offered travel funding for attendance at the 2015 Beyond Hope Library Conference. The purpose was to expand participants’ contacts in the North, as well as to provide library-specific training. Survey feedback on the conference and its applicability to library work was extremely high.

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3. Collaboration

In 2015 the NCLF worked in partnership with the BC Libraries Cooperative to produce a new federation website, which is now up and running.

The strong working relationship with associate member Northwest Community College changed in 2015. Due to cost and staffing constraints, NWCC discontinued the provision of the joint material delivery system in place since the federation’s inception in 2006. However, the College remains an important member of the Federation, participating in LDAG and board meetings, sharing professional development, and most importantly, offering reciprocal borrowing privileges: patrons may borrow from campus libraries of NWCC and from public libraries in the Federation using either library card.

A programming survey was completed in December 2014 to determine the priorities for author readings and programming in 2015. In 2015, tours of NCLF libraries included BC aboriginal author Eden Robinson, children’s performer Norden the Magician (for SRC), and BC author Chris Czajkowski. Attendance at these events ranged from a low of 10 to a high of 150, and led to the discussion and development of a new NCLF Readings Program policy. It also led to the 2016 strategic plan objective of confining future Federation tour funding to well-known authors that attract the largest possible audience for the community, either in the library or in partnership with other organizations.

The NCLF also participated in two inter-federation programs in 2015: Books for Babies and Book Club Sets. These programs continue to give libraries throughout the province greater capacity to maximize resources as well as to address community needs.

4. Resource Sharing

Interlibrary Connect expanded into a combined service area in 2015 when the North Coast, North Central and the North East Library Federations joined together in one sharing zone. The success of Interlibrary Connect in the NCLF has been remarkable over the past three years. In 2013, 1734 items were shared through ILC; in 2014, 2344 were delivered through ILC; in 2015, the total number of items shared through ILC was a whopping 4,706.

In addition, the resource-sharing partnership with Northwest Community College has already been mentioned above.

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SECTION 2

2015 Federation Goals

1. Produce 2016 – 2018 strategic plan

This goal was achieved as outlined in Section 1.1.

2. Provide targeted staff and board training

This goal was achieved as outlined in Section 1.2.

3. Initiate more inter-federation collaboration

The objectives associated with this goal were to establish regular communication with other federation directors, and to move the expansion of Interlibrary Connect forward. Both objectives were achieved: federation representatives now meet with Libraries Branch staff on a bi-monthly basis, and communication and information sharing has increased markedly as a result. ILC expansion was achieved as outlined in Section 1.

4. Resource Sharing

This goal was achieved as outlined in Section 1.

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APPENDIX 1

2016 – 2018 NCLF Strategic Plan

Our Vision North Coast residents have equitable, easy access to the world of knowledge.

Our MissionThe North Coast Library Federation supports member libraries working together to enhance the services they provide to their communities.

Our Guiding Principles

Collaboration: Member libraries work together on projects of collective benefit.Autonomy: Member libraries are answerable first to their own boards; collaboration is pursued where it does not conflict with local goals.Democracy: Each member library has an equal voice in the NCLF decision-making process.Transparency: NCLF is an open organization answerable to member library boards, funders and the public.

Our Goals2016 - 2018

1. Increase service equity between member libraries2. Enhance library services in the region3. Create a community of member libraries

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2016 – 2018 Strategic Plan

Goal #1: Increase service equity between member libraries

Strategies: Determine and implement technology expansion based on library need Determine and implement strategic training opportunities to build human capital Identify and share existing expertise between libraries

Impact: Patrons in every community experience equivalent service

Goal #2: Enhance library services in the region

Strategies: Increase the level of community engagement Increase opportunities to collaborate between NCLF libraries, other BC

Federations, and other community organizations Add value to member libraries

Impact: Libraries provide an enriched level of service

Goal #3: Create a community of member libraries

Strategies: Devise methods to facilitate ongoing communication between libraries Provide opportunities for joint training and networking Develop shared policies to govern the operation of the Federation

Impact: Library staff and board members can easily find support to do their jobs

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STRATEGIC ACTION PLAN

Goal #1: Increase service equity

Strategic Area of Focus

Actions Outcome Measurement Responsibility

Analyze and implement technology expansion based on library needs

Review and update existing technology plan

Identify and implement next steps

Members share common understanding of technology needs

An updated plan is created

Technology gaps are addressed

Member survey: directors, board and staff

Record of technology improvements

NCLF Director,

Library Directors

Determine and implement strategic training opportunities to build human capital

Devise, deliver and analyze training needs survey

Update training plan

Implement recommendations

Both collective and individual member training preferences and gaps are identified

Training directly addresses member needs

Training feedback surveys

NCLF Director

Identify and share existing expertise between libraries

Analyze training needs survey

Interview library directors

Determine gaps and incorporate information into training plan

Staff and volunteers with needed expertise are identified

Human resources are shared when feasible

Gaps in service are addressed

Resource list

Member survey

NCLF Director, Library Directors

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Goal #2: Enhance library service

Strategic Area of Focus

Actions Outcome Measurement Responsibility

Increase community engagement

Raise the bar for NCLF-sponsored tours

Investigate potential for new NCLF programs

Libraries become more central to their communities

NCLF program numbers

NCLF program feedback

Number of new patrons

NCLF Director

Library Directors

Pursue opportunities to collaborate with other library and community organizations

Proceed with Interlibrary Connect expansion

Develop shared promotional tools

Participate in inter-federation programs

Investigate partnerships for every NCLF program

Resources (time and money) are used effectively

The reach of program and service offerings increases

IC statistics Community

partner feedback

NCLF budget

NCLF Director

Library Directors

Add value to member libraries Investigate

value-add programs and services

Identify needed resources

Secure external expertise if required

NCLF helps libraries achieve their goals

Member survey

NCLF Director

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Goal #3: Create a Community

Strategic Area of Focus

Actions Outcome Measurement Responsibility

Facilitate ongoing communication between libraries

Continue to develop website

Create an E-newsletter for board and staff

Staff and volunteers are aware of activity within the Federation

Ideas for collaboration and program/service improvements are generated

Use of Federation website

Member survey

NCLF Director, Library Directors

Provide opportunities for joint training and networking

Staff exchange Fall conference AGM

Engaged board and staff

Attendance Training

feedback surveys

NCLF Director

Develop shared policies to govern the operation of the Federation

Improve and expand NCLF policy manual

The NCLF operates transparently

Continuity is enhanced

Process is collaborative

Member survey

NCLF Director,

Library Directors,

Board

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APPENDIX 2

NCLF Fall ConferenceOctober 16 –17, 2015

Hosted by the North Coast Library Federation in partnership with the Prince Rupert Public Library

Thursday, October 15: Pre-Conference Event

7 – 9 p.m. Author reading: Chris CzajkowskiLocation: Prince Rupert Public Library101 6th Avenue West250-627-1345

Chris Czajkowski was born in England, and arrived in Canada after a decade of backpacking round the world. Within two years she was building her first cabin, a day and a half's walk from the nearest road, surrounded by the spectacular Tweedsmuir Provincial Park, British Columbia. From there she wrote letters to Peter Gzowski's Morningside on CBC Radio, which became the basis of her first book Cabin at Singing River.

30 years later, with 10 other published books about her wilderness life to her credit, Chris lives on the sparsely populated Chilcotin plateau, about 500 km north of Vancouver. Mountains are still her close companions. Her best-sellers include Diary of a Wilderness Dweller, and Lonesome: Memoirs of a Wilderness Dog. Her latest book And the River Still Sings, describes her life from childhood, and attempts to explain how and why she ended up choosing such a remote, eminently satisfying lifestyle.

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Friday, October 16

9:30 – 10:00 Light breakfast & registration

10:00 – 10:15 WelcomeJoe Zelwietro, Chief Librarian, Prince Rupert Public LibraryLauren Wolf, Director, North Coast Library Federation

10:15 – 11:15 Opening Doors: Programs and PartnershipsJess Dafoe, Deputy/Youth Services Librarian, Terrace Public

Library

How can libraries do more with limited budgets and resources, to create fun, innovative and valued programs, and maximize their reach, success and relevancy? Jess will present and lead discussion on engaging our communities, embracing non-traditional

partnerships, and understanding how libraries truly fit in everywhere.

Jess Dafoe loves the creativity that comes from finding new ways to present stories, promoting everyday literacy to parents, motivating teens, and helping adults try new things. Over the years she has gained a keen understanding that by working together libraries are not only better-equipped to meet our individual goals, but also our collective aspirations engaged and inclusive

communities.

11:15 – 12:15 The Possible Makerspace: Providing Innovative Technology without Space or a Budget (with tech petting zoo)

Wendy Wright, Director, Smithers Public Library

Would you like to offer access to a wider range of technology in your library? Are you curious about the Makerspaces popping up in larger libraries but think it could never work for yours? The Smithers Public Library has been successful in incorporating

cutting-edge technology in a very small building within a very

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limited budget. This has attracted groups of patrons, such as teens, who have not regularly visited the library before.

You will also have the opportunity to try out a selection of the library’s circulating technology kits, children’s iPads, and mini 3-D printer in our mini-makerspace “petting zoo,” while you learn tips on funding sources, how to find the best new technology fit for your space and your community, and why a Makerspace can help your library achieve its mission and add value to traditional library

service.

Wendy Wright has always loved connecting people with stories, ideas, and information. Before becoming a library director, she worked in bookstores and the publishing industry for nearly two decades. She is delighted to join the Smithers team at a time of

unprecedented change in the services that public libraries offer to empower and inspire their communities. She cannot

imagine ever being bored working in a library!

12:15 – 1:00 LunchMuseum open for viewing

1:00 – 2:00 Improving Library Service to First Nations Communities

Joe Zelwietro, Library Director, Prince Rupert Public LibraryRobert Pictou, host, “Open Connection,” CFTK-TV Terrace

First Nations comprise 37% of North Coast communities, yet remain one of the least-served groups in our public libraries. Join library director Joe Zelwietro and TV host Robert Pictou as they discuss the stories behind the statistics and engage us to consider programs and services that can help close the gap.

2:00 – 3:00 Staff Roundtable

3:00 – 5:00 Library Directors Advisory Group meeting

6:00 - ? DinnerSaturday, October 17

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10:00 – 12:00 NCLF Board Meeting

12:00 – 1:00 LunchMuseum open for viewing

1:00 – 4:00 Strategic Board Recruitment and DevelopmentDenise Baker, Executive Director, Vantage Point

An effective and engaged board begins with a strong board development strategy. This session will

explore the role of the board in bringing the right people on to the team, engaging their strengths, and creating a structure that supports success.

Participants will gain the knowledge to:o Apply practices that build effective boards in the areas

of structure, board development, team dynamics, and board continuity;

o Recognize the importance of diversity in building an effective board

o Move beyond recruiting the usual suspects by creating a strategic framework to identify, recruit, and engage outstanding board members

o Prepare the board for strategic board recruitmento Ensure board succession planning becomes part of the

culture.

Denise Baker is the Executive Director of Vantage Point, a not-for-profit organization that delivers foundational, advanced and custom learning

opportunities focused on governance, leadership, planning, and people engagement. She has had the opportunity to create high performance teams and organizations in a career that has spanned international for-profit, higher education, and not-for-profit. She is a skilled facilitator, leading discussions on topics related to board governance, leadership, women in leadership, strategic planning, and mentoring. Denise has an honours English Degree and a Masters of Library and Information Science from UBC.

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